Key Responsibilities and Required Skills for Yacht Program Officer

🎯 Role Definition

The Yacht Program Officer is a hands-on program and operations professional responsible for planning, coordinating, and delivering yacht maintenance, refit and lifecycle programs across single yachts or a fleet. This role requires strong maritime technical knowledge, proven project/program management experience, vendor and budget management skills, and deep familiarity with international maritime regulations and safety standards. The Yacht Program Officer liaises with owners, captains, technical teams, shipyards, suppliers and classification societies to ensure on-time, on-budget delivery of maintenance, upgrades, refits and operational readiness while maintaining the highest HSEQ and customer service standards.

📈 Career Progression

Typical Career Path

Entry Point From:

Chief Engineer, First Officer or Senior Yacht Manager transitioning into program work
Marine Project Manager, Shipyard Coordinator or Technical Superintendent from commercial shipping
Experienced Yacht Captain with program/refit coordination exposure

Advancement To:

Senior Yacht Program Manager / Fleet Program Director
Head of Technical Operations or Director of Maritime Programs
VP of Fleet Management / Head of Yachting Services

Lateral Moves:

Marine Warranty Surveyor or Classification Liaison
Procurement & Supply Chain Manager for Maritime Projects
Technical Superintendent for commercial or cruise fleets

Core Responsibilities

Primary Functions

Lead end-to-end yacht program management for scheduled maintenance, emergency repairs and major refits, coordinating timelines, resources, and deliverables to meet owner and company objectives while minimizing downtime.
Develop, maintain and drive multi-year maintenance and CAPEX/OPEX plans for one or multiple yachts, including lifecycle cost forecasting, phased refit scheduling and contingency planning.
Serve as the single point of accountability for program budgets and P&L tracking; prepare, present and manage program budgets, change orders, cost-to-complete analyses and owner approvals.
Manage tendering, specification development and procurement of shipyard, vendor and subcontractor services for refits, repairs and upgrades; evaluate bids and negotiate commercial and technical terms.
Oversee technical scoping and contract management for shipyards, naval architects, classification societies and specialist suppliers during refits and engineering projects to ensure compliance with specifications and timelines.
Coordinate and supervise on-site refit and repair execution, acting as owner representative during dockings and shipyard periods to ensure quality, safety, progress reporting and adherence to scope.
Ensure all work complies with applicable flag state, classification society and international maritime regulations including SOLAS, MARPOL, ISM and relevant local port/state requirements.
Manage and mentor cross-functional teams including marine engineers, shore-based technical staff, procurement and operations personnel; allocate resources and define clear roles during program execution.
Establish and maintain robust risk management and contingency plans for program delivery, including mitigation for supply chain interruptions, critical equipment lead times and unforeseen engineering issues.
Develop and deliver regular program status reports, dashboards and executive summaries to owners, senior management and stakeholders highlighting progress, risks, change orders and financial status.
Lead commissioning, sea trials and acceptance tests following refit or major maintenance; coordinate trials planning, observation, defect logging and final acceptance sign-off with owners and captains.
Drive lifecycle asset management practices including spares optimization, long-lead item procurement, vendor performance tracking and reliability improvement initiatives for critical systems (engines, generators, HVAC, electrical, navigation).
Oversee HSEQ (Health, Safety, Environment, Quality) standards on all projects; ensure permits, RAMS (Risk Assessment and Method Statements) and safe working practices are in place, with incident reporting and corrective actions implemented.
Manage warranty claims and post-delivery defect rectification processes with suppliers and shipyards; track outcomes, recover costs where applicable and update maintenance records.
Coordinate crew logistics, training requirements and certifications in relation to program activities; liaise with captains and crew to minimize disruption and ensure continuity of operations.
Implement and maintain technical documentation standards including refit scopes, drawings, test certificates, manuals, class and statutory documentation, and digital records in the vessel technical management system.
Act as primary liaison with classification societies, flag administrations and surveyors to schedule surveys, coordinate scope and ensure that statutory and class intervals are met and documented.
Lead vendor and subcontractor performance management including KPIs, SLAs, payment terms, and periodic reviews to ensure quality, price competitiveness and delivery reliability.
Optimize program delivery through continuous improvement: identify process bottlenecks, standardize refit scopes, adopt best practices and introduce cost-saving and efficiency improvements across the program portfolio.
Manage change control and scope variation processes: document technical changes, secure approvals, update budgets and rebaseline schedules to maintain transparency and governance.
Coordinate cross-border logistics and customs clearance for parts, equipment and specialist teams; ensure correct documentation, import/export compliance and on-time delivery of critical components.
Support commercial activities when required, including pre-sale technical feasibility reviews, proposal cost estimation, technical presentations to clients, and post-sale handover planning.
Maintain strong owner and stakeholder relationships through proactive communication, professionalism and high-touch service delivery, ensuring client satisfaction and repeat business potential.
Oversee environmental and sustainability initiatives related to program activities, such as fuel efficiency upgrades, waste management during refits and compliance with emerging environmental standards.

Secondary Functions

Support ad-hoc technical reviews, root cause investigations and failure analysis to inform corrective maintenance and design improvements across the fleet.
Maintain and improve the yacht technical management system (CMMS/ERP) by ensuring accurate work orders, parts masters, service records and maintenance intervals are recorded and actionable.
Assist in the development of supplier panels and preferred vendor lists by conducting market research, benchmarking pricing and capability assessments.
Provide input into insurance claims and surveys; coordinate with underwriters, MWS (Marine Warranty Surveyors) and loss adjusters to document incidents and support claim settlements.
Participate in cross-functional planning with finance, legal and commercial teams to align program schedules, invoicing, contract terms and performance guarantees.
Drive workforce planning for technical teams and contractors during peak program periods to secure qualified resources and maintain compliance with working hour limitations and labor regulations.
Liaise with IT and cybersecurity stakeholders to ensure that new equipment installations and network-connected systems meet company cybersecurity and data integrity standards.
Contribute to the development of standard operating procedures, technical manuals and best-practice playbooks for refits, commissioning and major maintenance.

Required Skills & Competencies

Hard Skills (Technical)

Yacht program and project management: scheduling (MS Project, Primavera or equivalent), resource leveling, critical path analysis and multi-vessel program coordination.
Marine engineering knowledge across propulsion, electrical distribution, HVAC, plumbing, bilge systems and fuel systems sufficient to scope and supervise repairs and refits.
Technical specification writing and tendering: ability to prepare detailed scopes of work, technical specifications, RFQs and evaluate technical submissions from yards and suppliers.
Budgeting and financial control: cost estimating, CAPEX/OPEX forecasting, change control, invoicing reconciliation and P&L accountability.
Knowledge of maritime regulations and classification: SOLAS, MARPOL, ISM Code, flag state requirements and classification society processes (ABS, Lloyd's Register, DNV, RINA, etc.).
Contract and commercial management: negotiating commercial terms, drafting service agreements, managing warranties and handling claims and variations.
Familiarity with CMMS/ERP systems for vessel technical management (e.g., Yacht Management software, AMOS, BASSnet, MAXIMO, or equivalent).
Vendor and supply chain management: sourcing, lead-time planning, customs/import handling and supplier performance metrics.
HSEQ and safety management: RAMS, incident investigation, PPE requirements, permit-to-work systems and safety auditing.
Technical commissioning and sea trial management: test planning, acceptance criteria, defect logging and final handover documentation.
Basic IT and connectivity understanding for onboard systems, navigation electronics, integrated bridge systems and cybersecurity considerations.
Documentation and records management: drawing control, certificates, class/flag documentation and digital archiving practices.

Soft Skills

Excellent stakeholder management and client-facing communication; comfortable presenting to owners, captains and senior executives.
Strong leadership and team coordination with the ability to manage multidisciplinary teams and external contractors in high-pressure environments.
Problem solving and analytical thinking with a structured approach to troubleshooting complex marine systems and prioritizing corrective actions.
Negotiation and commercial acumen to achieve cost-effective outcomes while preserving quality and vendor relationships.
Attention to detail and high standards of quality control in technical scopes, survey outcomes and documentation.
Adaptability and resilience to manage schedule changes, emergency repairs and evolving owner priorities with composure.
Time management and prioritization skills to balance multiple concurrent projects and deliverables.
Cultural sensitivity and diplomacy for working with international crews, yards and stakeholders across multiple jurisdictions.
Proactive mindset with a continuous improvement orientation, seeking efficiencies and process enhancements.
High ethical standards and integrity, especially when dealing with confidential owner information and commercial negotiations.

Education & Experience

Educational Background

Minimum Education:

Bachelor's degree in Marine Engineering, Naval Architecture, Mechanical Engineering, Maritime Management, or related technical discipline; or equivalent military or seafaring experience (e.g., Chief Engineer with extensive technical oversight).

Preferred Education:

Bachelor’s or Master’s degree in Maritime Engineering, Naval Architecture, Marine Technology, or an MBA/MSC in Maritime Management.
Professional certifications in project management (PMP, PRINCE2), ISM/ISM Lead Auditor courses, or Yacht & Small Craft technical diplomas.

Relevant Fields of Study:

Marine Engineering
Naval Architecture
Maritime Management
Mechanical or Electrical Engineering
Project Management

Experience Requirements

Typical Experience Range:

5–12+ years of relevant experience in yacht technical management, shipyard/refit coordination, marine project management, or as a senior vessel engineer/superintendent.

Preferred:

Demonstrable experience leading multiple refits or large-scale maintenance programs on yachts or small commercial vessels.
Experience working with classification societies, flag administrations and international shipyards.
Proven track record of budget ownership, vendor negotiation and delivering projects on time and within budget.
Prior exposure to owner relations and high-net-worth client environments, with strong discretion and service orientation.